Policies and procedures
APPROVED: 24 August 2007
CROSS REFERENCES:
REFERENCE AUTHORITY: Director: Student and Academic Services
For students involved in approved course activities, where travel and short term accommodation is required, individual schools may wish to provide a range of assistance to students.
The provision of this assistance raises resource issues (both in
staff time and direct costs) and also exposes the University to a range
of potential risks. It is important that decision making processes and
assistance arrangements make optimal use of resources and also ensure
that risks are properly managed.
These guidelines apply to the provision of assistance to students in respect of any short-term accommodation and travel required for any approved course activity.
This document sets out guidelines to assist Heads of School when approving arrangements for assistance to students. The guidelines also provide advice to schools (including the Spencer Gulf Rural Health School), divisions, units and centres involved in seeking (or assisting students in seeking) short term accommodation, making travel arrangements, and/or providing financial assistance for students living away from home in order to undertake any approved course activity.
Includes, but is not limited to, placement, practicum, fieldwork, clinical placement, workshops, industry guided simulation, industry project, international exchange, study abroad, specific training requirements, and vacation placements as part of a University approved program of study.
Includes, but is not limited to:
Minimum accommodation standards:
(a) caravan park with 24 hour on-site managerial supervision;
(b) fully serviced on-site cabins with ensuites and cooking facilities.
Accommodation should be within walking distance of the course
activity site or have easy access to appropriate local transport.
1.1 Students must be able to complete the requirements of their program without the imposition of fees that are additional to the student contribution amounts or tuition fees.
1.2 In accordance with the Higher Education Support Act 2003 (s19–102) and the related Commonwealth Grant Scheme Guidelines, where a placement is a compulsory part of the assessment requirements of a course or program:
(a) fees must not be charged for tuition or materials associated with the placement;
(b) the cost of food, transport and accommodation associated with the placement may be charged, provided students have the choice of making their own arrangements for purchasing these items from an alternative supplier. Where students are required to use transport and accommodation specified by the University these costs will be met by the University.
2.1 The arrangements for the provision of assistance by a school to students, in relation to their course related travel and short-term accommodation, and processes for the provision of the assistance, will be approved in writing by the Head of School.
2.2 This approval may be given on a course by course basis, or to cover the school.
2.3 In approving the arrangements, the Head of School will take into account:
(a) the budget and staff resources available;
(b) the nature of the course(s), and the extent of the University’s obligations, to ensure that students are not required to incur costs over and above their student contribution amounts or tuition fees;
(c) the risks posed to students and the University by anticipated travel and accommodation and by the provision of the anticipated assistance; and
(d) such other matters as are relevant.
2.4 For the purpose of clause 2.3, the Head of School will
have regard to the University guidelines outlined below.
1.1 Students should be made aware:
(a) that, if they make their own travel or accommodation arrangements, they do so entirely at their own risk;
(b) that, if they drive a motor vehicle at any time, they are responsible for ensuring that the vehicle is registered and insured and for any costs not covered by insurance;
(c) that the University has a range of insurances which cover students while undertaking activities related to their studies and the key elements of that coverage;
(d) that the University is not responsible for the standard of accommodation in accommodation venues identified as being the closest to a point of placement; and
(e) that the GST component of refundable accommodation will only be reimbursed on production of a tax invoice. This information must be included in the letter offering the reimbursement.
1.2 Accommodation providers should be made aware:
(a) if the University is paying them directly, the amount being paid and the terms for payment;
(b) if the University is paying them directly, that the University is not responsible for additional charges or damages, etc;
(c) if the University is making bookings or otherwise, putting them in contact with students (but not paying directly), that the University is not responsible for any payments to them; and
(d) of emergency contact details at the University.
2.1 Consideration of requests for assistance
2.1.1 A submission to the Head of School should be made by the Program Director in time for the arrangements to be approved before the commencement of the academic year in which assistance is to be provided.
2.1.2 A submission should include:
(a) the level and nature of assistance proposed (eg: accommodation, travel costs, daily/weekly allowance);
(b) estimates of the numbers of students involved and the financial cost (if any) of the assistance;
(c) a draft of the relevant paperwork to be completed by students to whom the assistance will be provided;
(d) an explanation as to how informed consent by students (and where applicable, their guardians) and other risk management matters will be addressed;
(e) timelines to ensure that all arrangements are finalised at least 6 weeks before any travel or accommodation is required;
(f) a description of the record keeping process on student travel and accommodation arrangements; and
(g) if the submission is seeking a renewal of an approval given for the previous year, a short summary of the changes (if any) between submissions and a short statement of any exceptional experiences from the previous year.
2.1.3 In assessing a request for assistance, the Head of School, or nominee, should consider:
(a) Whether students were notified, prior to accepting an offer into the program, they would, or may, be required to travel for this activity. For example:
(i) Students studying in rural and regional areas of South Australia or interstate are required to undertake an approved course activity in the metropolitan area.
(ii) Students studying in the metropolitan area are required to undertake approved course activities in rural and regional areas of South Australia.
If not previously notified, the School should consider providing assistance. If prior notification has occurred, but a student can demonstrate hardship, the school may wish to provide assistance.
(b) Whether this is an international activity. Assistance would not normally be offered when placements are undertaken overseas. In this instance, the student normally makes their own arrangements for travel and accommodation. Students on exchange have the option of applying for assistance from the International Student Exchange Program.
(c) Whether this is an Indigenous activity
(i) For placements in Indigenous communities in urban settings (i.e. within 50km of the General Post Office), when that setting requires the student to travel and stay overnight away from home, a base grant of $100 is available plus $20 per week of placement.
(ii) For placements in Indigenous communities in regional or remote locations a base grant of $500 plus $40 per week of placement.
(d) Financial assistance
Provision of financial assistance might be considered in situations where attending a course activity is mandatory, notification of the possibility of travel has not occurred prior to acceptance of an offer into the program, and it is not reasonable for the student to travel from their normal place of residence.
2.2 Approval of assistance
2.2.1 Further to clause 2.1 of the General Principles, the level and type of assistance, including any budgetary implications (e.g. contribution to the cost of accommodation) and the process for provision of assistance, must be approved by the Head of School.
3.1 Normally students would pay for their own accommodation, even when the University has provided other assistance, such as finding accommodation or making bookings on students’ behalf. This should be explained both to students and accommodation providers.
3.2 Where financial assistance is provided for accommodation, the approval documentation should include a maximum per night monetary allowance. This will allow a student who wishes to pursue alternative accommodation to be advised of the maximum contribution the school will make to the student’s actual expenses.
3.3 Sometimes quoted accommodation rates include breakfast. The University does not, as a matter of course, pay for food and so “bed-only” rates should be obtained.
3.4 There will always be GST issues associated with provision of financial support, and these will need to be worked out with the divisional accountant prior to offers of financial assistance being made. The preferred approach is for the University to deal directly with the service provider. Where this is not possible (see clause 3.5 below), and students pay for the service (in relation to the approved course activity) the student will need to obtain a tax invoice to enable the University to recoup the GST.
3.5 Where a school is only providing partial assistance (making a contribution of less than 100%) this should be clearly stated along with the maximum daily or weekly dollar rate of contribution. The preferred approach in these cases is for the student to pay and be reimbursed at the appropriate rate on proof of attendance and proof of payment.
To the extent that this information is relevant it should be conveyed to students.
4.1 Students who have received University approval to undertake an approved course activity with a host organisation (obtained by completing and signing the required form), including those students who make their own accommodation and travel arrangements, will be provided with the following insurance cover:
(a) Professional Indemnity - For a breach of professional duty and/or the execution of professional activities by reason of act, error or omission;
(b) Public Liability - For negligence of our student resulting in bodily injury and/or property damage;
(c) Personal Accident - For students that suffer an accident while on placement (or travelling to or from) which prevents them from earning their usual form of income. Limited hospital and medical expenses and Permanent Disablement and Accidental Death benefits may apply.
4.2 The University’s Travel Guidelines provide cover for students undertaking compulsory placement either overseas or domestically. The policy only comes into effect when the student is required to travel more than 100kms from their place of residence to undertake the placement. However it should be noted that certain sections of the travel insurance (such as medical and emergency dental expenses) are for overseas travel only.
4.3 All students undertaking placements overseas are required to adhere to the University’s policies on travel safety, such as completing the overseas business form and complying with the Department of Foreign Affairs and Trade warnings (see clause 9.11 of the University’s Travel Guidelines at http://www-p.unisa.edu.au/fin/policies/Travel.pdf).
4.4 Students are not obligated to use the University’s travel insurance, but if they choose to, students are required to contact the University’s Compliance and Insurance officer if:
(a) their travel exceeds 120 days;
(b) they are taking any personal travel in conjunction with the travel required for the placement
(c) they are older than 75 years;
(d) they have any pre-existing medical conditions that may require treatment while travelling.
If none of the above apply then the cover for the student is automatic and there is no need to contact the Insurance Office.
4.5 All insurance policies are subject to policy definitions: Limits of liability; Duty of Disclosure; Cover benefits and conditions; Exclusions and Applicable excesses. Further information on insurance for student placements can be found at http://www.unisa.edu.au/fin/insurance/student_placements.asp and the frequently asked questions for insurance for students on placement at http://www.unisa.edu.au/fin/insurance/faqs_students_on_placement.asp
5.1 All students who are travelling away from home for an approved course activity, irrespective of whether they are receiving travel and accommodation assistance from the University, should receive the following information.
(a) the circumstances in which the general University insurance cover applies, and the nature of the cover; and
(b) emergency contacts (such as contact person at the University, UniSA security, host organisation, local police, local doctor/s, local hospital, etc).
5.2 Students receiving accommodation, travel or financial assistance from the University should also receive information on: (either in hardcopy or available on-line)
(a) the accommodation arrangements which have been made;
(b) contact person at accommodation site;
(c) students’ responsibilities (eg, to arrive at the accommodation on the expected date, to keep accommodation neat and tidy and to avoid damaging it, if applicable to pay for accommodation, etc);
(d) the appropriate procedures to be followed in the event of accommodation related complaints being made by them or the accommodation provider;
(e) matters such as how students can get from their accommodation to their placement sites etc; and
(f) the extent, if any, of financial assistance.
5.3 A school may choose to undertake a briefing session on what is required of the students undertaking an approved course activity.
5.4 Where a student undertaking an approved course activity is under the age of 18 years, the school should obtain a signed consent/waiver form signed by both the student and a parent/guardian, agreeing with the proposed accommodation arrangements and accepting that the University’s responsibilities extend only to the taking of reasonable care in proposing accommodation arrangements; or declining the assistance of the University and undertaking to make their own arrangements.
5.5 The School should arrange for feedback from students (via surveys, focus groups etc) following the completion of the placement. The feedback to be sought should canvass issues such as:
(a) the physical suitability of the accommodation (how clean, how warm, how comfortable, how well maintained, disability access, etc);
(b) the convenience of the accommodation (travelling time to placements, transport to home base, etc);
(c) personal safety issues (how safe and free from harassment did the student feel, etc); and
(d) how well the University’s processes worked for the student.
5.6 The School should act on any negative feedback received in relation to an accommodation venue arranged by the University. Students should be advised to see the school if there are any confidential issues they may wish to discuss.
